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You’re throwing a benefit. At the core of needing to raise funds is the silent auction. And to make the silent auction succeed, you need contributions of valuable merchandise from a host of individuals and corporations.

How do you go about getting contributors? The best way, of course, is through personal contacts, with each person calling those few people he or she knows best. The soft sell (with maybe a little bit of arm-twisting) works!

But no matter how strong the personal contact, you'll need a "pitch letter" to send out to all of your prospects as follow-up. Here’s an example of one that has worked with success:

Organization or Benefit Letterhead
Date

Hello!

Thank you for your interest in our Landmark Lotto (your benefit name). This is a fundraiser for the XYZ Theater Festival (your organization) to be held (date) in the XYZ Ballroom at the XYZ Hotel (place).

This very unusual benefit is a one-of-a-kind event—one that will promise you high visibility should you choose to make a donation. Landmark Lotto is a game in which the benefit guests will wheel and deal, scheme and dream to become one of (your city’s) greatest tycoons. (Describe your benefit theme in a sentence or two.)

During the activities, we will open the silent auction, in which guests will bid on various items and services. In exchange for your donation, we are happy to place a business card-sized ad in our evening program, which will be distributed to all who attend. In addition, we will list your company name in the program as a donor; and we will list your company name on a signboard at the entrance to the event.

As a leader in our community, your support is truly needed—and appreciated—to make this benefit a success. Please, just fill out the tear slip below, and return it with your camera-ready logo art in the enclosed pre-addressed envelope. If you have any specific questions, do not hesitate to call me.

Thank you ahead of time for your support.

 

Sincerely,
Jane Smith
Auction Coordinator, XYZ Organization
Phone number

We would like to donate to the silent auction for the XYZX Benefit as indicated

Company Name:_________________________________________

Contact __________________________

Phone _______________

Street Address ____________________ City _________ Zip ____

Item Description

_____________________________________________________________________

_____________________________________________________________________

Value: $ __________ Art enclosed __________ Pick up art on date ____

____ Please include business card in program (enclosed)
____ Please do not include by business card in program
____ Please typeset a business card ad for us at no charge
____ Please call me regarding upgrading my ad in the program book

Return to (Your Return Address)
Include pre-addressed business reply envelope

 

Return to our Benefits Planning Guide

 

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